Finally, about the agenda itself, secretaries should remember to properly arrange the order of meeting contents. Those that have the least disagreements should be arranged to be held first so that a harmonious atmosphere can be formed. This will be very good for the discussions of the following topics which might more likely cause disagreements.
A. Extensive Listening Miss Wang is speaking with Mr. Yang about the meeting arrangement. Listen to the Listening & Speaking 2 and decide whether the following statements are T (true ) or F (false).
lights in the meeting room are broken.
C. Simulated Speaking Student A:
You are the secretary of the Sales Department manager. You’re discussing some problems about the meeting arrangement with your manager. Student B:
You are the Manager of Sales Department. Now you’re speaking with your secretary about the meeting arrangement.
Reading
Agendas
Since an agenda is a very important step of arranging a meeting, some managers will set the agendas with their secretaries so as to make sure everything is going well. However, a large part of managers choose to let their secretaries take full responsibilities for setting agendas. As a result, secretaries must have the abilities to set agendas successfully.
（ ）1. Mrs. Yuan is not available on that day for the meeting. （ ）2. Mrs. Yuan will hand in the report after the meeting. （ ）3. They need to use TV during the meeting. （ ）4. They need to change the conference room because the
First of all, secretaries should fully understand the orders from their managers. Then secretaries should try to get familiar with the purpose, content and other related things about the meeting according to their managers’ orders.
1. Where is the meeting often held?
2. What do people do before they make a decision during a meeting?
3. How do you send meeting notifications?
Listening &Speaking 1
Student B:
You are Mr. Lin in the Sales Department. Now you are receiving a call from the secretary of your manager. She asks you to attend a meeting.
Listening & Speaking 2
A. Extensive Listening Miss Wang is calling Mr. White to inform him of the meeting. Listen to the Listening & Speaking 1 and answer the following questions.
Finally, meeting agendas (会议议程) are often attached (附 带) to notifications.
Warm-up
A. Look at the pictures and match them with the words or phrases in ls B. discussion
C. speech
D. notice
E. conference room F. office
B. According to the above-mentioned words or phrases, answer the following questions.
3. What’s the purpose of sending the agenda together with the notification?
Read the passage and decide whether the following statements are T (true) or F (false).
1. What is the meeting about? 2. Will Mr. White have time to attend the meeting that day? 3. What will Mr. White do before the meeting?
D. Simulated Speaking
Fourthly, extra copies of agendas should also be prepared for the meeting so as to help those who didn’t bring agendas remind themselves of related information if necessary during the meeting.
Secondly, after the agenda is determined, it should be handed to the manager to make sure there’s no mistake. Managers make the final decision.
Thirdly, after the agenda is finally decided by the manager, it should be sent to the people who are supposed to attend the meeting together with the notification. The purpose is to let those people know about the meeting and do necessary preparations.
Background knowledge
A notification (会议通知) is vital（至关重要的） to the whole process of arranging a meeting. It is responsible for distributing (传递) related information concerning the meeting. Here are several tips as follows:
Secondly, proper（合适的） approaches (方法) should be adopted to send a notification, such as by phone or by e-mail.
Thirdly, notifications should include the following aspects: content (“what”), time (“when”), place (“where”) and people (“who”).
First of all, notifications should be sent before the meeting so as to offer those people who are supposed to attend the meeting enough time to get ready.
Student A:
You are the secretary of the Sales Department manager. One morning, you’re asked by the manager to inform Mr. Lin to attend a meeting held at 2∶00 p.m. that afternoon in Conference room 1015.